km portal user guide

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Knowledge Management Portal

User Guide

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Knowledge Management Portal

—Login

—Communities

—What is a Community?

—Joining a Community

—Accessing a Community

—Creating a Community

—Administering a Community

—Content

—Content types

—Public and Non-public content

—Content creation

—User roles and permissions

KM Portal Communities Content Roles and PermissionsLogin

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Login

4KM Portal Communities Content Roles and

PermissionsLogin

Login credentials: Use your Corporate Identity

—The KM Portal uses the ESA Corporate Authentication (Single Sign-On) credentials to login.

—If you don´t have an ID, you’ll have to create one sending an email at:

[email protected]

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Communities

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What is a Community?

—Group of people with a common interest on certain topic

—The KM Portal allows communities to self-organize naturally, as it is an important part of a healthy knowledge environment


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Joining an existing Community

1. Go to the “Communities” list

2. Look for the one of your interest

3. A) “Request membership” to the Community admin *

or

3. B) “Join” directly

*In this case, you would have to wait until the Community Admin approves your membership.


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Accessing a Community to which you belong

1. Under “My Communities” menu, select one

2. The content will be listed in the main area

3. All available actions in this community are displayed on the right *

*This depends on how the Community admin configured the membership policy.


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Creating a Community (1/2)

When the existing communities don´t fulfill your needs, you may want to create a new one

1. On your personal menu, click “Create Community”

2. Fill the data on the form and save it


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Creating a Community (2/2)

Basically you'll have to specify

—The name of the Community

—A brief description

—The restriction level of the community (from open to all users to a more restricted one).

— In case you decide to create an open community, it will be listed in the communities directory.

— Otherwise, you can choose by clicking on the "Private group" checkbox whether you want it to be visible only to its members.

Once you have created the community, you'll be automatically the administrator of it.


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Administering a Community: Settings

If you created a Community or some admin asigned you the role, you’ll be the administrator of that Community.

1. Under “My Communities” menu, select the one you administer

2. Click the “Edit” tab

3. All settings are displayed on the main area.

You can change and save them.


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Administering a Community: Members’ roles

As a Community Admin, you can change the members’ role inside the community (individually for each member) :

1. On the community menu, click “[X] Members”

2. Select the “Configure roles” tab

3. Change and save the roles individually for each member.


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Administering a Community: Content

The "Community Admin" can Publish/Unpublish content within the community he is admin of.

1. Clicking on the tab “Unpublish” will make this article unaccessible to every member

2. The Community Admin can still access and re-Publish the unpublished items from the list in the bottom right


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Administering a Community: Logo

1. Click on the link “Create Article (Blog Post)”.

2. The title MUST be #GROUP#LOGO# : [name of your community]

3. On the body of the content, add the image of your choice. Max. width of 190px

4. Within the “Groups” fielset (expand it, if it is not), you must Uncheck the “Public” option.

5. Within the “Publishing options” fieldset (expand it, if it is not), you must Uncheck the “Published” option.


Note: Add the image from here

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Content

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Content to be created from the communities, accesible to its members

•Article (Blog Post) It may be edited only by the creator.

•Event An event has a date and a venue and it will appear on the site calendar and list of events.

•Idea Ideas are the type of content you should use to propose ideas or suggestion in the community. The main difference with other contents is that an idea can be voted by the users, in order to give an estimation of the acceptance of the idea in the community.

•Video Content Use this content type to upload videos.

•Wiki Page A wiki page is ideal for creating content that may be edited by all users similarly to standard wiki. Every user that has an account in the portal can edit a Wiki article (assuming that the article is visible to him/her).

Content types


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Content types

Other content

•Community You should create a community every time there is the necessity for a group of people to share information related to a specific aim or task.

Other content (only for the KM Portal administrator)

•Poll A poll is a question with a set of possible responses. A poll, once created, automatically (provides a simple running count of the number of votes received for each response.

•Blank Page Used by the admin to create block-like pages

•Profile A user profile built as content.


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As you already know, an user can create content only from the scope of a community he belongs to. Nevertheless, this content can be made public for the access of every visitor

Accessibility depending on the user membership and whether the content is public or not:

Public and Non-public content (1/2)

Content marked as... Not logged user Logged user who

Doesn´t belong to

the Community

Logged user who

Belongs to the

Community

Public

Not Public

User is allowed to see the content

User is NOT allowed to see the content


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You have the option of marking it as "Public" in a checkbox under the "Groups" fieldset

Public and Non-public content (2/2)


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1. We have to enter the Community where we want to create the content

2. Once there, we select a content type from the available options:a. Article (Blog Post)

b. Event

c. Idea

d. Video content

e. Wiki page

Content creation (1/3)


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3. We select the desired content type

4. The main field is the "Body" field, which you should fill with the content you like using the visual editor provided by the portal.


Note: This button will make the editor full-screen, which may be very helpful


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Within the “Vocabularies” fieldset, the following fields are of special interest, as they help to organize all the contents:

5. “Knowledge Classification”

6. “Tags”



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User roles and permissions

24KM Portal Communities Content Roles and

PermissionsLogin

Anonymous User Any user entering the site without being logged. Authenticated User Every user of the portal that has an account and logs in, is an Authenticated User. This type of user can read the public content and the one that is in the groups to which he belongs. This user can also edit the collaborative articles (wiki) which are public or belong to the groups to which he is member of.

Ideas Proposer If a user is assigned only with this role within a community, he would only be able to create content of the type "Idea". Active Member Create/edit/delete individual articles, wiki articles, events and in general any kind of content of the site. It is expected that any group that wants his members to create content, will assign them with this role. So as for the collaborative nature of the portal, this role is assigned by default to members of new groups, unless the group admin changes it.

Group Administrator Same permissions as Active Member plus:- Add/Remove members of the

group- Changing the users role inside the

group (individually for each member)- Administer comments- Revert revisions from articles

User roles

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Roles are applicable on a community scope:

•One user entering the group A as Active Member, can still be subscribed to the group B as Authenticated User.

User roles: scope

Can create content here

Cannot create content here

Active Member in Comunity A Authenticated User in Comunity B


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Thank you very much

km portal user guide

Technology

community menu

existing community

clickcreate community

anopen community

type of content

content communityyou

permissions login

members roles